Workflows · Operations · Tier 2 · the long tail
Vendor insurance and WCB clearance expiry tracking
Certificates of insurance, WCB clearance letters, and banking forms arrive as PDFs by email. Someone reads the expiry, updates a tracker, and sends the renewal request. Universally recognized, never automated.
By hand: Annual per vendor, fifteen minutes each, hundreds of vendors · Energy, construction, any contractor-heavy sector.
The card, as it runs by hand
- Input
- The PDFs as they arrive by email, and the vendor tracker.
- What I do to it
- Extract the expiry date and the coverage fields. Update the tracker. Draft the renewal request ahead of expiry.
- Output
- The tracker, current, and the renewal emails ready to send.
- Who checks
- AP or procurement confirms and sends.
- How often
- Continuous; each vendor annually.
- How long
- Fifteen minutes per document by hand, across hundreds of vendors.
- How long now
- Measured in the course after the first governed run, per card. Not estimated here.
As a governed workflow
- Stays in code
- The dates and the tracker update.
- The AI does
- Reading the PDFs into fields and drafting the requests.
- A person still
- Confirms the extraction and sends. Nothing goes to a vendor unreviewed.
- The log
- Documents processed, fields extracted, requests drafted, confirmations.
AI does the preparation. A named person approves it. Nothing posts to the books without that approval, and every run is recorded.
Where it goes wrong
Trusting an extracted date without a glance at the document. The confirm step is ten seconds; keep it.
Why it lands in a room
Contractor-heavy industries feel this every week.